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CRM - Companies

Modified on: Mon, 20 Apr, 2015 at 1:40 PM

MERGING COMPANIES

1. Introduced a new preference, “Merge”, for CRM under Companies, Contacts and Candidates in Admin – User Management – Preferences

Users can be granted this privilege for Companies, Contacts and Candidates. In CRM, based on this setting, the link “Merge Records” will be visible on the main listing screens. However, users having access to Admin – Data Management module can access this functionality regardless of the above preference.

2) Introduced a new link, “Merge Records” in CRM Companies main listing screen.

To merge records, initiate a search to identify duplicate records or select duplicates as they appear on the screen. Either the Keyword Search section at the top of the Companies main listing screen, or the quick search boxes under the column headings can be used to search.

Once the search results display, select the duplicate records by clicking on the check boxes on the left hand side of the screen next to the records and click on the link “Merge Records”.

This will launch a pop-up window with the same search results as displayed below:

The link “Remove from Merge List” will remove the record from the search results. If a record should be removed, click the check box on the left-hand side of the screen and click on “Remove from Merge List”.

The link “Mark as Master” will allow a user to select the primary record that will appear within Akken (all other records will be merged into the Master record, with only the Master record remaining). Select the check box on the left-hand side next to the record that will become the master record and click on the link “Mark as Master Record”.

The record that has been marked as the master record will then be updated with a grayed out check box. To change the master record select one of the other records in the screen and click on the “Mark as Master Record” icon again, which will update your selection.

Whichever record is selected as the Master is the record that will be displayed within CRM, and all other records displayed on the screen will be merged into the Master record.

Records can be opened within the Merge screen in order to view the summary data to select the appropriate records to remove, merge, or mark as the master record. Double click on any record to open the summary screen (see below). This gives an option to review the data on a record and determine to keep or merge by using the previous or next options to move through the records.

Once a master record has been selected, click on the “Merge” button at the bottom of the screen.

Akken will then request confirmation of the merge and provide the quantity of the records being merged into the Master.

After the user clicks on OK on the above pop-up, Akken will then merge the unselected records into the selected (master) record.

NOTE: This process takes between a few seconds to a few minutes. Please be patient as Akken processes the merge request. The amount of time the merge takes depends upon the amount of data being merged (activities, notes, documents, resumes, submission details, etc).

A pop-up confirmation will be displayed upon successful completion.

The user will be brought back to the main Companies listing screen with the original search retained and the master record visible.

To verify that a record is a master record and duplicate records were merged into that record, open the master record and there will be a denotation on the top left-hand side of the summary screen that states, “Merged Records: Yes”.

Click on the hyperlink “Yes” to view the details of the records that were merged or click on the documents panel.

If there are multiple merges into one record, there will be multiple merge documents shown in the documents panel (one document per each time a merge has occurred).

Contacts, Notes, Documents, Tasks, Events, Appointments and Activities will be merged from the duplicate records into the master record selected and displayed under the Activities and Documents panels.

Exception: When Candidates in CRM are placed on Job Orders, Company on the job order is tied to an Accounting Customer record. These company records cannot be merged. There is a column in the merge pop-up window named “Customer” which displays the values “Y” indicating there is a relation to a customer record in Accounting module or “N” indicating that only a CRM record exists in Akken.

A pop-up message will be displayed in the search results screen when a record exists that is tied to an accounting Customer record and the “Merge” button is clicked.

If there is a Customer record and a Company record that need to be merged, the Customer record can be marked as the master and all duplicate company records can be merged into the Customer record.

SUMMARY TAB

The Summary tab displays the summary of the selected Company’s details. The Summary tab screen is divided into three sections: Top, Left and Right.

In the Company Summary screen,

You can create a new contact from the Contacts section. Click on New link available in the Contacts section. The system displays the Add Contact screen with company address populated by default. You will also find the edit address link below the Address1 text box in the Add Contact screen.

Click on edit address link to edit/fill the address of the company. The system enables the address related fields to edit/fill the address and also the edit address link changes to Use company addresslink.

Enter the required details in the Add Contact screen and click Save. The system saves and displays the newly added contact in the Contacts section of Company Summary screen.

You can also have an option to create a new opportunity from the Opportunities section of Company Summary screen.

Click on New link available in the Opportunities section. The system displays the Add Opportunityscreen.

Specify the required opportunity details and click Save to save the opportunity. The system saves and displays the newly added opportunity details in the Opportunity section of Company Summary screen and also in the Company Opportunity Information section.

SEND MAIL

Akken Staffing facilitates you to send an email message to the selected companies’ contacts from Companies home page.

To send an email message to a company, just click on the ‘Send Mail‘ link on the Companies home page. The screen refreshes by displaying the compose screen.

VIEW ARCHIVE

When you archive a record using ‘Archive’ link in the Companies home page, the record is not removed completely from the application, but is transferred to the View Archive screen. This provision is made available to the Akken Staffing users as there is a possibility of deleting the record by mistake, or you may require the record to be used after it has been deleted. To provide ease of use in such situations, Akken Staffingprovides the ‘View Archive’ feature where you can retrieve or permanently remove a record from the application.

Click on the Archive down arrow icon on the Companies home page. You will see the menu listing:

Click on the ‘View Archive’ link to view the list of the records deleted temporarily from the menu listing. Result: The screen refreshes by displaying the View Archive screen. You can either make the record available or permanently delete the record from the application.

I. Make Available a Company

To make available a record from the View Archive screen:

Select the record and click on the ‘Make Available’ link on View Archive screen. Result: You are prompted to respond to an alert message as shown below:

Make Available Screen-Option I

I. If the Company that you intend to make available is connected to other roles/functions such as Contact Record, Candidate Record for Contact and Address Book Record, then the above screen will be displayed.

If you select the ‘Contact Record‘ check box option and click on the‘Available’button. Result: The screen refreshes by making available the Contact Record along with the Company Record and displays the record(s) in the home pages of Contacts and Companies respectively.

If you select the ‘Candidate Record for Contact‘ check box option and click on the ‘Available’ button.Result: The screen refreshes by making available the Candidate Record for Contact Record along with the Company Record and displays the record(s) in the home pages of Candidates and Companies respectively.

If you select the ‘Address Book Record‘ check box option and click on the ‘Available’ button. Result: The screen refreshes by making available the Address Book Record along with the Company Record and displays the record(s) in the home pages of Collaboration->Address Book and Companies respectively.

If you select all the three check box options, i.e. Contact Record, Candidate Record for Contact and Address Book Record and click on the ‘Available’ button. Result: The screen refreshes by making available the Contact Record, Candidate Record for Contact and Address Book Record along with the Company Record and displays the record(s) in the home pages of Contacts, Candidates, Address Book and Companies respectively.

II. If the Company that you intend to make available has no connection with other roles/functions in the application, then the following alert message will be displayed as shown below:

Make Available Screen – Option II

Click on the‘Available’ button to make available the selected company. Result: The screen refreshes by making available the selected Company to the Companies home page.

Click on the‘Cancel’ button to cancel and return to View Archive page.

II. Delete a Company

To permanently delete a record from the View Archive screen:

Select the record and click on the ‘Delete’ link on View Archive screen. Result: You are prompted to respond to an alert message as shown below:

Delete Company Screen – Option I

I. If the Company that you intend to delete is connected to other roles/functions such as Contact Record, Candidate Record for Contact and Address Book Record, then the above screen will be displayed.

If you select the ‘Contact Record‘ check box option and click on the‘Delete’ button.Result: The screen refreshes by deleting the Contact Record along with the Company Record permanently from the database.

If you select the ‘Candidate Record for Contact‘ check box option and click on the ‘Delete’ button.Result: The screen refreshes by deleting the Candidate Record for Contact Record along with the Company Record permanently from the database.

If you select the ‘Address Book Record’ check box option and click on the ‘Delete’ button. Result: The screen refreshes by deleting the Address Book Record along with the Company Record permanently from the database.

If you select all the three check box options, i.e. Contact Record, Candidate Record for Contact and Address Book Record and click on the ‘Delete’ button. Result: The screen refreshes by deleting the Contact Record, Candidate Record for Contact and Address Book Record along with the Company Record permanently from the database.

II. If the Company that you intend to delete has no connection with other roles/functions in the application, then the following alert message will be displayed as shown below:

Delete Company Screen – Option II

Click on the‘Delete’ button to delete the selected company.Result: The screen refreshes by deleting the selected Company permanently from the database.

Click on the‘Cancel’ button to cancel and return to View

The Archive feature assists you to remove the companies temporarily or permanently from your active companies list. You can remove single, multiple or all records at a time. The companies removed from the Companies home page will be available in the Companies View Archive page.

To Archive a record from the existing records:

Select the record you want to archive and click on the Archive down arrow icon on the screen. You will see the menu listing.

Select the ‘Archive’ link from menu listing to archive the record temporarily. Result: You are prompted to respond to an alert message as shown below:

Archive Company Screen – Option I

I. If the Company that you intend to archive is connected to other roles/functions such as Contact Record, Candidate Record for Contact and Address Book Record, then the above screen will be displayed.

If you select the ‘Contact Record’ check box option and click on the ‘Archive’ button. Result: The screen refreshes by archiving the Contact Record along with the Company Record and displays the record(s) in the View Archive screens of Contacts and Companies respectively.

If you select the ‘Candidate Record for Contact‘ check box option and click on the ‘Archive’ button.Result: The screen refreshes by archiving the Candidate Record for Contact Record along with the Company Record and display the record(s) in the View Archive screens of Candidates and Companies respectively.

If you select the ‘Address Book Record‘ check box option and click on the ‘Archive’ button. Result: The screen refreshes by archiving the Address Book Record along with the Company Record and displays the record(s) in the View Archive screens of Collaboration->Address Book and Companies respectively.

If you select all the three check box options, i.e. Contact Record, Candidate Record for Contact and Address Book Record and click on the ‘Archive’ button. Result: The screen refreshes by archiving the Contact Record, Candidate Record for Contact and Address Book Record along with the Company Record and displays the record(s) in the View Archive screens of Contacts, Candidates, Address Book and Companies respectively.

II. If the Company that you intend to archive has no connection with other roles/functions in the application, then the following alert message will be displayed as shown below:

Archive Company Screen – Option II

Click on the‘Archive’ button to archive the selected company. Result: The screen refreshes by archiving the selected Company to the View Archive page.

Click on the‘Cancel’ button to cancel and return to Companies home page.

III. If the archived company is also present as a Customer in Accounting->Customers, then the following alert message will be displayed as shown below:

Archive Company Screen – Option III

You can share companies’ details with others. You can share companies from Companies screen.

EXPORTING COMPANIES

You can export the companies’ details to other applications. Akken Staffing allows you to export the data in a CSV (comma separated value) format which can then be imported in to other application comfortably.

By default, the ‘Export‘ link will not be displayed on the header strip of Companies home page. To enable the ‘Export‘ link, on Companies home page, follow the following steps:

Go to Admin->User Management and click on the Preferences icon, against the desired employee name. Result: The screen refreshes by displaying the User Management Preferences screen.

By following the above steps, ‘Export’ link will be enabled and displayed on the header strip of Companies home page.

Export Companies

The following steps need to be followed to export your companies’ details.

On the Companies home page, select the company records, you wish to export, by checking the respective check boxes, and click on the ‘Export’ link to export the existing companies’ details. Result: The File download dialogue box is displayed.

Click on the ‘Save’ button and specify the location to save the CSV file on your computer in the File download dialogue box.

Click on the ‘Open’ button to open the CSV file.

Click on the ‘Cancel’ button to cancel the exporting of companies’ details.

You can import company details from other applications. Akken Staffing supports importing of the company details that use

IMPORTING COMPANIES

The comma separated value (CSV) format.

By default, the ‘Import‘ link will not be displayed on the header strip of Companies home page. To enable the ‘Import‘ link, on Companies home page, follow the following steps:

Go to Admin->User Management and click on the Preferences icon, against the desired employee name. The screen refreshes by displaying the User Management Preferences screen.

By following the above steps, ‘Import’ link will be enabled and displayed on the header strip of Companies home page.

Importing Companies

Before beginning make sure that the file you are going to import is in comma separated value (CSV) format. You can use the import wizard available under Companies home page to import the company details.

Click on the ‘Import’ link. The companies home page refreshes by displaying Import screen.

Select the file format from the File Format drop down list. The application supports importing of Comma Separated Values (CSV) files. You will also find Broad look Comma Separated Values option in the File Format drop down list.

Selecting the Broad look Comma Separated Values option in the File Format drop down list will automatically map the fields in the Mapping screen except Contact Type and Company Type.

Select the source application of your data to be imported in File to Import field. This field is Mandatory.

Click on the ‘Browse’ button and select the required file.

Click on the ‘Import’ link to continue. The screen refreshes by displaying the mapping screen.

Click on the ‘Close’ link to close and return to previous page.

The import wizard associates the Akken Staffing fields with the field names from your import file. You need to assign each importing data field with fields available in the application. This can be done in the mapping screen.

In the mapping screen, assign each importing data field with the existing data field, by selecting from the drop down lists in each field.

Fields like Category, Department, Source Type, Contact Type, Company Type and Company Source have three options in their drop down lists, which are common to each one of these drop down lists. The options are: New (field name), Select (field name) and Select from CSV.

Selecting the New (field name) option, displays a new text box below the drop down list to enter a new entry in the drop down list. For example, New Category option in Category drop down list.

Selecting the Select (field name) option, displays another drop down list below the drop down list, with the list of already present entries in the application, to select and choose for mapping. For example, Select Category option in Category drop down list.

Selecting the Select from CSV option displays another drop down list below the drop down list, with the list of field names from your import file, to select and choose for mapping.

When the fields are assigned correctly, click on the ‘Continue’ link to continue. The mapping screen refreshes by displaying the matching criteria form.

Click on the ‘Cancel’ link to cancel and return to previous page.

Import Companies – Matching Criteria Screen

In the matching criteria screen, you can re-check the mapped fields of the data to be imported.

Select the ‘Add to Addressbook’ check box, if you want to save the imported information in address book.

Select the ‘Update the existing record with the importing data’ check box, if the record already exists in address book, it will be updated, with the new imported record.

Select the ‘Select All/Clear All’, if you wish to check all the fields available in the Import screen.

Click on the ‘Change Mapping’ link to change any mapped fields criteria. The matching criteria form refreshes by displaying the previous Mapping screen.

Click on the ‘Cancel’ link to return to import wizard.

Click on the ‘Continue’ link, if the mapping criteria of the fields to be mapped are correct. An alert message pops up, asking to select any matching field as follows:

Click on the ‘OK’ button and check the check boxes corresponding to the fields in the matching criteria screen.

Click on the ‘Continue‘ button after checking the check boxes to the fields. An alert message pops up as shown below:

Click on the ‘OK‘ button, if you want to continue importing the data. The matching criteria screen refreshes by displaying Companies home page with the new company details.

Click on the ‘Cancel‘ button to cancel and return to previous page.

OPPORTUNITIES SECTION

The Opportunities section field in the left section of company summary screen displays the information about the opportunity details of the company.

By default, the opportunities section field will be displayed in collapsed mode.

Click on the ‘open’ with a sign link, to expand the Opportunities section, to view the opportunity information details. Result: The sign link changes to sign link and the Opportunities section is expanded as shown below:

Opportunities Section Screen

The Opportunity details of the company are displayed under the following columns: Type, Stage, Source and Amount.

The Type column displays the opportunity type of the company.

The Stage column displays the stage of that particular company.

The Source and Amount columns displays the information about the source and amount details of the company.

To collapse the opportunities section field, click on the ‘close’ with a sign link available at the top right corner of the opportunities section field. Result: The sign link changes to sign link and the Opportunities section is collapsed.